Fax broadcasting is a business service that makes it possible to distribute a fax document to multiple locations simultaneously. While it is possible to outsource this service to a fax broadcasting provider, software can make it possible to manage the task in-house, saving a considerable amount of money. This approach also makes the task of making changes to documents or sending out multiple broadcast fax transmissions each business day a relatively easy process.

Steps

1

Purchase fax broadcasting software that is compatible with your operating system. Make sure that the network and server that will house the software has the resources necessary to support all the essential functions. If in doubt, consult with an information technology professional before making the purchase.

2

Prepare a master listing of fax recipients. Depending on the features of the purchased software, it may be possible to pull fax numbers from sales databases, customer information found in a billing system or purchased marketing and sales lists. Since most fax software programs are configured to use spreadsheet programs as a source for the fax numbers, you may be able to either manually enter the data onto a spreadsheet or import the information from various sources to create your master source.

3

Create specialty lists using the imported data. Base the lists on whatever criterion is appropriate for your company. One list may be for prospective clients only, while a different list focuses on current customers. You can even create specific sub-lists that focus on specific demographics such as location or industry type. This makes it possible to use your lists for a general fax advertising campaign or one that is targeted to a specific audience.

4

Configure the fax transmission. The idea is to make sure the document received by everyone on the list is structured to be easy to read and provides all essential information on as few pages as possible.

5

Associate the document with the appropriate fax number listing. During the process, double check to make sure the right list is selected by quickly reading through the names of the intended recipients.

6

Execute the fax broadcasting transmission. Most programs will process larger lists in batches, systematically rotating through the entire list while flagging numbers that are busy or that do not pick up. Those numbers are usually tried again 2 to 3 times before being returned as undeliverable. At the end of the transmission process, the software will provide a detailed status report to show both the successful transmissions and those that failed.

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Tips

Companies that work with smaller lists or that use fax broadcasting only a few times each year will usually find that using broadcast software is an affordable way to make use of this communication tool. Businesses that use faxing several times each week may want to invest in a bona fide fax broadcast server that is equipped with more resources.

High volume users who generate multiple faxes every day may prefer to seek volume pricing from communication providers who offer a wide range of fax broadcasting options, including maintenance of broadcast lists on a remote server and a history of faxes sent.